Power BI Refresh Issue

[MBrill]

Hi everyone!

I'm new to Power BI and need some help with refreshing a published report. Here's what I did:

1. Created a Power BI Desktop file.
2. Published it to Power BI service (app.powerbi.com).
3. Embedded a report from the service and made it publicly available online.
   • I got the link, opened it myself, and shared it with others – it worked perfectly.

Here's where things went wrong:

1. I edited the Desktop file (added a new page and text), saved it, and manually refreshed the data.
   • The refresh completed successfully, but the changes and data didn't update in the published report.

What might I be doing wrong?

Previously, refreshing failed with credentials greyed out. After installing a gateway on my laptop, the data source credentials are okay, but the refresh still doesn't reflect the changes.

I'd appreciate any help in clearing up this confusion!

Thanks,

MB

[Ritaf1983 · Accepted solution]

Hi @MBrill 

Let's address the issues you're experiencing with your Power BI report:

1. Publishing vs. Data Refresh:

• Publishing Changes: When you modify your Power BI Desktop file (e.g., adding a new page or text) and publish it to the Power BI Service, these structural changes should reflect in the online report. If you don't see the updates, try refreshing your browser by pressing F5 or clearing the cache to ensure you're viewing the latest version.

2. Data Refresh:

• Understanding Data Refresh: Refreshing the data in Power BI updates the dataset with the latest information from your data sources. This process is separate from publishing structural changes.
• Gateway Configuration: Since you've installed a gateway on your laptop, ensure it's properly configured and running. The gateway facilitates data transfer between on-premises data sources and the Power BI Service. Verify that your data source credentials are correctly set in the Power BI Service under Settings > Datasets > Data Source Credentials.

3. Common Issues and Solutions:

• Credentials Greyed Out: This typically indicates that the Power BI Service cannot authenticate with your data source. Ensure that the credentials provided are correct and have the necessary permissions.
• Gateway Status: Confirm that the gateway is online and connected. You can check its status in the Power BI Service under Manage Gateways.

For a comprehensive understanding of data refresh in Power BI, you might find this Microsoft documentation:
https://learn.microsoft.com/en-us/power-bi/connect-data/refresh-data

And the linked video:

https://www.youtube.com/watch?v=DWIfGWaUCdU

If this post helps, then please consider Accepting it as the solution to help the other members find it more quickly.

[Anonymous]

Hi @MBrill ,

Thanks for all the replies!
And @MBrill , Have you solved your problem? If solved please mark the reply in this post which you think is helpful as a solution to help more others facing the same problem to find a solution quickly, thank you very much!

Best Regards,
Dino Tao

[Uzi2019 · Accepted solution]

Hi @MBrill 

If you want lastest changes in public link (on service) so you have to either setup a proper gateway for refresh or publish the report again from desktop to PBI service.

Gateway: It only refreshes the data from your database. if you are using local excel file or any Database in your local system you have to install private gateway. 

But if your Database is on other server  you have to install enterprise gateway on the other server where your database is installed. 

Installing on premises gateway on your local system wount help you.

If database is on any cloud platform( aws,azure) you dont have to install any gateway diret credential would help you to create connect with cloud databse.

Note: If you make any changes in your power bi desktop file( add new chart, new column to you table, any dax) you have to publish everytime to PBI service. because gateway refresh wont reflect your desktop changes.

I hope I have clear your doubts.

I hope I answered your question!

[Ritaf1983 · Accepted solution]

Hi @MBrill 

Let's address the issues you're experiencing with your Power BI report:

1. Publishing vs. Data Refresh:

• Publishing Changes: When you modify your Power BI Desktop file (e.g., adding a new page or text) and publish it to the Power BI Service, these structural changes should reflect in the online report. If you don't see the updates, try refreshing your browser by pressing F5 or clearing the cache to ensure you're viewing the latest version.

2. Data Refresh:

• Understanding Data Refresh: Refreshing the data in Power BI updates the dataset with the latest information from your data sources. This process is separate from publishing structural changes.
• Gateway Configuration: Since you've installed a gateway on your laptop, ensure it's properly configured and running. The gateway facilitates data transfer between on-premises data sources and the Power BI Service. Verify that your data source credentials are correctly set in the Power BI Service under Settings > Datasets > Data Source Credentials.

3. Common Issues and Solutions:

• Credentials Greyed Out: This typically indicates that the Power BI Service cannot authenticate with your data source. Ensure that the credentials provided are correct and have the necessary permissions.
• Gateway Status: Confirm that the gateway is online and connected. You can check its status in the Power BI Service under Manage Gateways.

For a comprehensive understanding of data refresh in Power BI, you might find this Microsoft documentation:
https://learn.microsoft.com/en-us/power-bi/connect-data/refresh-data

And the linked video:

https://www.youtube.com/watch?v=DWIfGWaUCdU

If this post helps, then please consider Accepting it as the solution to help the other members find it more quickly.

[FarhanJeelani]

Hey there!

It sounds like you're running into a common issue with Power BI’s update process between Desktop and the Service. Here’s what might be happening and how to fix it:

1. Publishing the Updated File:

When you make structural changes (like adding a new page or new visuals) in Power BI Desktop, just refreshing the dataset won’t update those changes in the published report. You need to *re-publish* the updated .pbix file from Power BI Desktop to the Power BI Service to see these changes online. Go to File > Publish > Publish to Power BI and overwrite the existing report.

2. Data Refresh vs. File Publish:

The “refresh” you’re doing online is only for updating the dataset with new data, not for structural changes (like new pages or visuals). So, whenever you change the report layout, text, visuals, or add pages, re-publish from Desktop.

3. Check the Gateway Configuration:

Since you mentioned setting up a gateway, make sure it’s correctly configured and mapped to your data source in the Service. If there are any issues here, it can prevent data from updating properly.

4. Clear Cache (Optional):

Sometimes the browser cache can cause old versions to display. Try clearing your browser cache or viewing the report in an incognito window to make sure it’s not a caching issue.

Once you re-publish with the updated file, you should see your changes in the Power BI Service. Let me know if this works for you! 😊